ICE_Mail_Services_PWS.pdf

DEPARTMENT OF HOMELAND SECURITY

U.S. Immigration and Customs Enforcement (ICE) Enforcement and Removal Operations (ERO)

Houston Field Office Statement of Work

June 9, 2016

1. SCOPE

This Statement of Work (SOW) defines the efforts for courier and mail room services. The contractor shall provide all personnel, equipment, tools, materials, vehicles, supervision and other items deemed necessary to transport files and/or mail between offices in Houston, TX, as well as perform all duties within the ICE mail room located at 126 Northpoint Drive, Houston, Texas 77060.

1.1 Background. The Houston ERO Field Office’s program mission is the planning, management, and direction of broad programs relating to the supervision, detention and removal of detainees who are in the United States illegally. These activities are chiefly concerned with the processing and enforcement of departure from the United States of detainees who have entered illegally or have become removable after admission.

In implementing its mission, ERO is responsible for carrying out all orders for the securing and departure activities of detainees who are designated in removal proceedings and for arranging for the detention of detainees when such becomes necessary and prescribed by law.

The files and documents involved in this mission, and required to be transported by this contractor contain information that has been deemed sensitive but not classified.

The Service Provider shall provide all personnel, equipment (including bins, but not locking devices), tools, materials, vehicles, supervision and other items deemed necessary to transport files and/or mail between specified DHS offices at Houston Field Office 126 Northpoint Drive Houston, TX 77060, HCDF 5520 Greens Road Houston, TX 77032, and 810 Gears Road Houston, TX 77067.

The files and documents being transported contain information that has been deemed sensitive but not classified. Pickups at each location will consist of 1-6 locked bins containing files and/or mail, weighing approximately 10-40 lbs. each. The contractor must provide each delivery driver a well maintained vehicle to support this task; no government vehicles will be provided to the contractor.

2. REQUIREMENT

The Service Provider will perform once daily courier service, within the hours of 10:00 a.m. and 1:00 p.m. or as directed by the ICE COR or designee, excluding weekends and federal holidays.

• First stop: Houston Field Office 126 Northpoint Drive: pick-up of records/mail for sorting. (This way our shelves/bins will be empty already when he/she returns with the incoming mail/records)

• Second stop: HCDF 5520 Greens Road: pick-up of records/mail and drop off of any mail/records from the district office going to the CDF. (This way CDF shelves/bins will be empty already when he/she returns with the incoming mail/records)

• Third stop: CIS Records 810 Gears Road to drop off records/mail already picked up from district/CDF and pick up outgoing records/mail.

• Fourth stop: Houston Field Office 126 Northpoint Drive to drop off records/mail

• Fifth stop: HCDF 5520 Greens Road: drop off of any records/mail.

The contractor shall become familiar with and comply with the entrance and exit procedures for each location. The contractor shall not remove any files and/or mail from the bins at any time.

The contractor shall secure the contents of the bins at all times and take all necessary precautions to protect against theft, loss or damage.

When Picking up or delivering locked bins, the Courier Service representative will obtain a signature at each office verifying pickup or delivery of locked boxes.

The contractor or any of its representatives shall not open the locked bins and read or peruse through any materials/information being transported at any point during the services being provided.

The contractor shall develop and maintain a daily activity log to track the activities between the designated locations. The log shall contain the date, time, contents of each cart (i.e. number of boxes and/or files) and signature of a Government representative for the pickup and delivery of each cart in a run. The contractor shall provide a copy of the log to the Government in contractor format. The log shall be delivered on a monthly basis on the 5th day of each month.

The first delivery shall occur during the second month of performance and continue through contract performance. The contractor shall deliver an electronic copy of the log to the COTR.

Services requested for a contractor to perform mail/records function”

• Incoming/outgoing mail, packages, and shipments o Weigh and apply postage o Sorting and clearing bins (incoming/outgoing) o Signing/receiving packages o Scheduling and delivery of incoming packages

• Records including A-files and additions/inserts o Receiving/sorting A-files/records o Access to NFTS (ability to transfer files from FCO to FCO and create A/T files) o Scan and research A-file o Sort A-files and place in appropriate bins o Add appropriate cover letter or postage to A-files and/or inserts to send to NRC and/or

Field Offices/Detention facilities

• Courier services – see courier section

3. GOVERNMENT FURNISHED PROPERTY

The Government will provide a sufficient number of locking devices for bins as required, at start-up, and any replacement for malfunctioning equipment (locking devices) during the period of performance.

4. PERIOD OF PERFORMANCE

The period of performance will consist of one (1) 12-month period and (4) one year option periods.

5. GOVERNMENT POINTS OF CONTACT

In the event the contractor encounters problems that may prevent the completion of the required services, the contractor shall immediately notify the Government POCs below:

5.1 ERO on site POC is Carlos Gonzalez, Mission Support Specialist 281-774- 4770, carlos.f.gonzalez@ice.dhs.gov and Stephanie Lambert, Supervisory Mission Support Specialist, as the alternate 281-774-4814, Stephanie.lambert-ofulue@ice.dhs.gov.

5.2 ERO Contracting Officer Representative is Jeanine Slaughter, 832-256-1029, jeanine.l.slaughter@ice.dhs.gov

6.0 SECURITY REQUIREMENTS:

Contractors requiring recurring access to Government facilities or access to sensitive but unclassified information and/or logical access to Information Technology (IT) resources shall verify minimal fitness requirements for all persons/candidates designated for employment under any Department of Homeland Security (DHS) contract by pre-screening the person/candidate prior to submitting their name for consideration to work on the contract. Pre-screening the candidate ensures that minimum fitness requirements are considered and mitigates the burden of DHS having to conduct background investigations on objectionable candidates. The Contractor shall submit only those candidates that have not had a felony conviction within the past 36 months, illegal drug use within the past 12 months, or misconduct such as criminal activity on the job relating to fraud or theft within the past 12 months from the date of submission of their name as a candidate to perform work under this contract.

Contractors are required to flow this requirement down to subcontractors. Pre-screening involves contractors and subcontractors reviewing –

• Felony convictions within the past 36 months. An acceptable means of obtaining information on felony convictions is from public records, free of charge, or from the National Crime Information Center (NCIC).

• Illegal drug use within the past 12 months. An acceptable means of obtaining information related to drug use is through employee self certification, by public records check; or if the contractor or subcontractor already has drug testing in place. There is no requirement for contractors and/or subcontractors to initiate a drug testing program if they do not have one already in place.

• Misconduct such as criminal activity on the job relating to fraud or theft within the past

12 months. An acceptable means of obtaining information related to misconduct is through employee self certification, by public records check, or other reference checks conducted in the normal course of business.

Pre-screening shall be conducted within 15 business days after contract award. This requirement shall be placed in all subcontracts if the subcontractor requires routine physical access, access to sensitive but unclassified information, and/or logical access to IT resources. Failure to comply with the pre-screening requirement will result in the Contracting Officer taking the appropriate remedy.

mailto:carlos.f.gonzalez@ice.dhs.gov

6.1 General. The Department of Homeland Security (DHS) has determined that performance of the tasks as described in Contract HSCEMD-09-P-00358 requires that the Contractor, subcontractor(s), vendor(s), etc. (herein known as Contractor) have access to sensitive DHS information, and that the Contractor will adhere to the following.

6.2 Suitability Determination. DHS will exercise full control over granting; denying, withholding or terminating unescorted government facility and/or sensitive Government information access for Contractor employees, based upon the results of a background investigation. DHS may, as it deems appropriate, authorize and make a favorable expedited entry on duty (EOD) decision based on preliminary security checks. The expedited EOD decision will allow the employees to commence work temporarily prior to the completion of the full investigation. The granting of a favorable EOD decision shall not be considered as assurance that a favorable full employment suitability authorization will follow as a result thereof. The granting of a favorable EOD decision or a full employment suitability determination shall in no way prevent, preclude, or bar the withdrawal or termination of any such access by DHS, at any time during the term of the contract. No employee of the Contractor shall be allowed to EOD and/or access sensitive information or systems without a favorable EOD decision or suitability determination by the Office of Professional Responsibility, Personnel Security Unit (OPR-PSU). No employee of the Contractor shall be allowed unescorted access to a Government facility without a favorable EOD decision or suitability determination by the OPR-PSU. Contract employees are processed under the DHS Management Directive 6-8.0. The contractor shall certify in writing to the Contracting Officer prior to commencement of work proof that all employees have been prescreened in accordance with the “DHS Special Security Requirement – Contractor Pre-screening” paragraph of this contract.

6.3 Background Investigations. Contract employees (to include applicants, temporaries, part-time and replacement employees) under the contract, needing access to sensitive information, shall undergo a position sensitivity analysis based on the duties each individual will perform on the contract. The results of the position sensitivity analysis shall identify the appropriate background investigation to be conducted. Background investigations will be processed through the Personnel Security Unit. Prospective Contractor employees shall submit the following completed forms to the Personnel Security Unit through the COTR, no less than 5 days before the starting date of the contract or 5 days prior to the expected entry on duty of any employees, whether a replacement, addition, subcontractor employee, or vendor:

1. Standard Form 85P, “Questionnaire for Public Trust Positions” Form will be submitted via e-QIP (electronic Questionnaires for Investigation Processing) (2 copies)

2. FD Form 258, “Fingerprint Card” (2 copies)

3. Foreign National Relatives or Associates Statement

4. DHS 11000-9, “Disclosure and Authorization Pertaining to Consumer Reports Pursuant to the Fair Credit Reporting Act”

5. Optional Form 306 Declaration for Federal Employment (applies to contractors as well)

6. Authorization for Release of Medical Information

Prospective Contractor employees who currently have an adequate current investigation and security clearance issued by the Defense Industrial Security Clearance Office (DISCO) or by another Federal

Agency may not be required to submit complete security packages, and the investigation will be accepted for adjudication under reciprocity.

An adequate and current investigation is one where the investigation is not more than five years old and the subject has not had a break in service of more than two years.

Required forms will be provided by DHS at the time of award of the contract. Only complete packages will be accepted by the OPR-PSU. Specific instructions on submission of packages will be provided upon award of the contract.

Be advised that unless an applicant requiring access to sensitive information has resided in the US for three of the past five years, the Government may not be able to complete a satisfactory background investigation. In such cases, DHS retains the right to deem an applicant as ineligible due to insufficient background information.

The use of Non-U.S. citizens, including Lawful Permanent Residents (LPRs), is not permitted in the performance of this contract for any position that involves access to DHS IT systems and the information contained therein, to include, the development and / or maintenance of DHS IT systems;

or access to information contained in and / or derived from any DHS IT system.

6.4 Transfer from other DHS contracts. Personnel may transfer from other DHS Contracts provided they have an adequate and current investigation (see above). If the prospective employee does not have an adequate and current investigation an eQip Worksheet will be submitted to the Intake Team to initiate a new investigation.

Transfers will be submitted on the COTR Transfer Form which will be provided by the Dallas PSU Office along with other forms and instructions.

6.5 Continued Eligibility. If a prospective employee is found to be ineligible for access to Government facilities or information, the COTR will advise the Contractor that the employee shall not continue to work or to be assigned to work under the contract.

The OPR-PSU may require drug screening for probable cause at any time and/ or when the contractor independently identifies, circumstances where probable cause exists.

The OPR-PSU may require reinvestigations when derogatory information is received and/or every 5 years.

DHS reserves the right and prerogative to deny and/ or restrict the facility and information access of any Contractor employee whose actions are in conflict with the standards of conduct, 5 CFR 2635 and 5 CFR 3801, or whom DHS determines to present a risk of compromising sensitive Government information to which he or she would have access under this contract.

The Contractor will report any adverse information coming to their attention concerning contract employees under the contract to the OPR-PSU through the COTR. Reports based on rumor or innuendo should not be made. The subsequent termination of employment of an employee does not obviate the requirement to submit this report. The report shall include the employees’ name and social security number, along with the adverse information being reported.

The OPR-PSU must be notified of all terminations/ resignations within five days of occurrence. The Contractor will return any expired DHS issued identification cards and building passes, or those of terminated employees to the COTR. If an identification card or building pass is not available to be returned, a report must be submitted to the COTR, referencing the pass or card number, name of individual to whom issued, the last known location and disposition of the pass or card. The COTR will return the identification cards and building passes to the responsible ID Unit.

6.6 Employment Eligibility. The contractor shall agree that each employee working on this contract will successfully pass the DHS Employment Eligibility Verification (E-Verify) program operated by USCIS to establish work authorization. The E-Verify system, formerly known as the Basic Pilot/Employment Eligibility verification Program, is an Internet-based system operated by DHS USCIS, in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of their newly hired employees. E- Verify represent the best means currently available for employers to verify the work authorization of their employees.

The Contractor must agree that each employee working on this contract will have a Social Security Card issued and approved by the Social Security Administration. The Contractor shall be responsible to the Government for acts and omissions of his own employees and for any Subcontractor(s) and their employees.

Subject to existing law, regulations and/ or other provisions of this contract, illegal or undocumented aliens will not be employed by the Contractor, or with this contract. The Contractor will ensure that this provision is expressly incorporated into any and all Subcontracts or subordinate agreements issued in support of this contract.

Security Management. The Contractor shall appoint a senior officer to act as the Corporate Security Officer. The individual will interface with the OPR-PSU through the COTR on all security matters, to include physical, personnel, and protection of all Government information and data accessed by the Contractor.

The COTR and the OPR-PSU shall have the right to inspect the procedures, methods, and facilities utilized by the Contractor in complying with the security requirements under this contract. Should the COTR determine that the Contractor is not complying with the security requirements of this contract;

the Contractor will be informed in writing by the Contracting Officer of the proper action to be taken in order to effect compliance with such requirements.

The following computer security requirements apply to both Department of Homeland Security (DHS) operations and to the former Immigration and Naturalization Service operations (FINS). These entities are hereafter referred to as the Department.

6.8 Information Technology Security Requirement. When sensitive government information is processed on Department telecommunications and automated information systems, the Contractor agrees to provide for the administrative control of sensitive data being processed and to adhere to the procedures governing such data as outlined in DHS IT Security Program Publication DHS MD 4300.Pub. or its replacement. Contractor personnel must have favorably adjudicated background investigations commensurate with the defined sensitivity level.

Contractors who fail to comply with Department security policy are subject to having their access to Department IT systems and facilities terminated, whether or not the failure results in criminal prosecution. Any person who improperly discloses sensitive information is subject to criminal and civil penalties and sanctions under a variety of laws (e.g., Privacy Act).

6.9 Information Technology Security Training and Oversight. All contractor employees using Department automated systems or processing Department sensitive data will be required to receive Security Awareness Training. This training will be provided by the appropriate component agency of

DHS.

Contractors, who are involved with management, use, or operation of any IT systems that handle sensitive information within or under the supervision of the Department, shall receive periodic training at least annually in security awareness and accepted security practices and systems rules of behavior. Department contractors, with significant security responsibilities, shall receive specialized training specific to their security responsibilities annually. The level of training shall be commensurate with the individual’s duties and responsibilities and is intended to promote a consistent understanding of the principles and concepts of telecommunications and IT systems security.

All personnel who access Department information systems will be continually evaluated while performing these duties. Supervisors should be aware of any unusual or inappropriate behavior by personnel accessing systems. Any unauthorized access, sharing of passwords, or other questionable security procedures should be reported to the local Security Office or Information System Security Officer (ISSO).